Exploring the Staff Info Form

The Staff Info Form controls many aspects of ClinicTracker.

Form Location: Staff > Staff Info

About the Staff Info Form

You will use the Staff Info Form to create and manage Staff Info Records for each of your staff members. The Staff Info Record is an important hub, containing important information about your staff, their system permissions, and preferences. The Staff Info form is broken down into 4 tabs: Basic Info, Permissions, Preferences, and Additional Options. ClinicTracker will reference the information stored in these tabs to determine how to handle security, records access, scheduling, and more. We have outlined all of the fields below.

Functions That Interact With the Staff Info Form

  • Scheduler
  • Telehealth Connector
  • Bulk Search and Sign
  • BillingTracker
  • ePrescribing
  • Signature Pin
  • Electronic Signature
  • Two Factor Authentication
  • Patient Portal
  • Report Access

Exploring Basic Info Tab

The Basic Info tab contains general information about each staff member.

  • Staff Type had dropdown options: Admin, Supervisor, Clinical, Supervisor and Clinical.
  • First Name and Last Name
  • User Name defaults to the last 4 letters of the last name and first letter of the first name. John Smith becomes smitj.
  • Building
  • Office Room Number
  • Office Phone
  • Emergency Number
  • Email address that ClinicTracker will use when sending password-reset emails.
  • Pronouns
  • Credentials 
  • License #
  • N/L is a checkbox for non-licensed clinicians, such as interns.
  • Staff ID #
  • UPIN
  • NPI #
  • DEA#
  • Bill Under Supervisor Check this box if Staff always bills under the Supervisor listed on the Appointment record. Otherwise, you can adjust the Billing Clinician Override rules later during BillingTracker setup.
  • Can Prescribe
  • Taxonomy Code
  • First and Last Name Phonets are used in Appointment Reminders to assist with name pronunciation.
  • Preferred Name is used if the staff member goes by a name other than their legal name.
  • Notes
  • Patient Portal Messaging box is checked to receive direct messages from the Patient Portal.
  • General Mailbox Recipient box is checked to receive messages from the Patient Portal to the General Mailbox.
  • Billing Team Recipient box is checked to receive messages from the Patient Portal to the Billing Team Mailbox.
  • Lab Results Recipient box is checked the staff member should receive messages from the Patient Portal.
  • Compliance Supervisor

Exploring the Permissions Tab

  • System Permissions 

    • Module Access
    • Always Require Signature have options for User Types Clinical or Supervisory & Clinical.
    • Never Require Signature have options for User Types Clinical or Supervisory & Clinical.
    • BillingTracker
    • BillingTracker Read Only
    • BillingTracker Restrict Settings
    • Form Builder
    • Custom Form Bulk Search
    • Report Builder
    • Staff Portal

  • Program Access fields have the dropdown options None, Full Access, Read-Only.

    • Patient Contacts
    • Paperwork
    • Patient Info
    • Compliance
    • Staff Info
    • Maintenance
    • Schedule
    • Patient Summary

  • Program Access  

    • Patient Dashboard
    • Progress Notes
    • Export
    • Update Insurance Authorizations
    • Collect Payments
    • Allow Price Override

  • Report access 

    • Patient Reports
    • Admin Reports 
    • Staff Reports
    • Maintenance Reports
    • Executive Dashboard
    • Payroll Features
    • Allow Emergency Access
    • Report Permissions Button

  • Other Permissions/ Restrictions 

    • Edit Locked Records
    • Alter Key Patient Info
    • Compliance
    • Prevent Loading Previous Progress Notes
    • Prevent Loading Patient Contacts
    • Prevent Printing Patient Contacts
    • Edit Schedule Time/Distance
    • Prevent Scheduler Deletion
    • Send Bulk Portal Messaging
    • Prevent Update Scheduling Groups
    • Prevent Global Deletions
    • Account is Locked
    • Restrict to My Records

  • DSM5 Settings fields are On/Off checkboxes

    • Enable Edit
    • Enable Update and Create
    • Enable Locking
    • Status Active/Inactive
    • ClinicTracker Licence Type Active/Inactive

Exploring the Preferences Tab

  • Show Tips at Startup
  • Disable Schedule Conflict Checking can also be toggled at Scheduler > Calendar > Enable Conflict Checking.
  • Confirm On Exit is used if you would like to receive a confirmation message before exiting the program.
  • Compliance Alert Days is related to a legacy Compliance Module.
  • Automatically Show Release Notes is checked to see release notes each time you log into a new version. Leave unchecked to see a notification that can be clicked to read the release notes.
  • Notify when accessing clients with multiple treatment phases.
  • Beep on Patient Check-In sound is in addition to the pop-up notification that your patient has checked in.
  • Show Pop-Up on New Messages
  • Message Board Default Font Size
  • Beep on New Message
  • Paperwork Notifications
  • Prevent Global Deletions
  • Canvas - Enable Canvas Access box is checked to allow the user to upload information from the Canvas handheld system. Requires features to be enabled at Admin Config > Options .
  • Username field will only be shown if the Link to Canvas option is set in the Options form. If this user is uploading information from the Canvas handheld system, set this to match the username established in their Canvas account.

Exploring the Additional Options Tab

  • Set or Update the Current User's Password
    • Set Password button
    • Reset Password button
    • Prompt to Change on Next Login
    • Enable Two-Factor Authentication
  • View or Update the Current User's Digital Signature and PIN
    • Electronic Signature button
    • Set Signature PIM
  • Configure Patient Access Permissions Configure Scheduler Preference and Permissions
    • Scheduler Settings button
    • Set Scheduling Availability button 
    • Member of the Scheduling Team
  • Set Number of Hours Contracted for Clinical Services Button
  • Certifications / Documents
    • Staff Certifications button
    • Related Documents button
    • Credentialed Payors button
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